Purchasing - Illinois State University

News and Information

SharePoint Requisition Intake System

Reminder : Beginning October 1^st, 2019 the SharePoint requisition intake system will be the only acceptable method to submit requisition documentation, contracts under $5,000, and Budget Officer approvals to the Purchasing Department. At this time there is no requirement to use SharePoint for submitting requisitions to Purchasing, but we encourage its use to increase familiarity with the new process. Please note that this does not replace the need to create a requisition in Colleague/Datatel, but it is a uniform way to submit backup documentation, provide crucial information to the Purchasing Office, and allows for Budget Officer approval through the SharePoint system instead of in Colleague/Datatel.

Training sessions for this new submission process and on how to best utilize the Purchasing SharePoint Dashboard will be available weekly from Sept 5^th through Oct 31st .

You can register for one of the training sessions at the Purchasing website, or here is the link.

Small Purchase Procedures

The Chief Procurement Office of Higher Education has established new rules regarding purchases over $20,000 and under bid level ($100,000 for most types of procurements):

Rule 4.2020 - Purchases over $20,000 - quotes must be sought from multiple vendors, be in writing, promote small and diverse businesses, and be maintained in the procurement file.

To meet the new requirement the following procedures were implemented and are effective for any requisitions submitted starting July 1, 2019:

Multiple Quotes for Small Purchases*

Purchases > $20,000 and under bid level

More than one quote required
All quotes and information must be submitted with requisition

At least one quote must be from a certified diverse vendor

Available certified BEP and VBP** vendors can be found here.
Contact Bryan Reid (bdreid@ilstu.edu) if you need assistance finding diverse vendors.
If only one vendor can provide service/produce, justification statement must be submitted with requisition to be reviewed by Purchasing (i.e. software maintenance, speakers, subscriptions)

Lowest responsive quote should be selected

If a vendor is selected who is no the lowest cost, a justification statement must be submitted with the requisition

*Please note that the requirements for using federal grants that went into effect on 7/1/18 still apply and that these new processes are in addition to those.

** BEP (Business Enterprise Program): Minority-, Women-, and Persons with Disabilities-owned Small Businesses VBP (Veteran Business Program): Veteran-owned Small Businesses

Any questions can be directed to ISUPurchasing@ilstu.edu or by calling (309)438-1946.

There will be weekly Q&A sessions available for Faculty/Staff to attend beginning in June to answer questions regarding these new procedures.

Additional information

Illinois Higher Education Procurement Bulletin

All bids, as well as all awards and special notices, are advertised in the Illinois Higher Education Procurement Bulletin. This is a web-based Internet site available without charge to all potential bidders. Notices and documents for upcoming Bids and Request for Proposal appear in the Procurement Bulletin for a minimum of 14 days. The website is available 24 hours a day and also has bid notices for the other 12 campuses of Illinois Public Higher Education. View Illinois State University's current opportunities and recent awards.

Procurement Communications Reporting

University employees with the authority to approve the procurement of goods and services for their department, school, college, or administrative unit should visit the Procurement Communications Reporting page of ISU's Ethics website to learn more about reporting obligations. All questions and concerns should be directed to the Office of Equal Opportunity, Ethics and Access by emailing ethics@ilstu.edu (preferred) or call (309)438-3383.

Notices

University Resources

Training Opportunities

2019 Purchasing Training Session Slides

Purchasing SharePoint Training